This Data Protection Statement explains to Learners (online or face-to-face) how the personal data, including sensitive personal data is collected from them by the Institute of Wellbeing (IOW), and how it may be collected, used/processed and stored.
The statement is of primary interest to all Learners (online or face-to-face) whose data is processed by the IOW and will be of general interest to the workforce and the wider public.
How does the IOW check this Statement is read?
Learners are given information about the use(s) that will be made of their personal data when they provide the data at registration. Part of this information is a reference or a link to this Statement, and further details are available in induction paperwork or emails and made available online in the FAQ sections.
Who can you contact if you have any queries about this Statement?
All enquirers may contact the IOW’s Data Protection Team, on 0700 2222 700 or email: firstname.lastname@example.org
Who is processing your personal and sensitive personal data?
The IOW processes your personal data and your sensitive personal data in order to register you as a Learner at the IOW and on to the course you come to study. If you have any questions about how the IOW processes your data then the following contact information may be useful. The correspondence address is: Institute of Wellbeing, 308 High Street, Croydon, CR0 1NG
What IOW will use the data for
Incorrect / updating data.
It is your responsibility to inform us as soon as possible if any data we hold about you is incorrect or requires updating. We also collect, at registration, the contact details of a person nominated by you such as a Supervisor or Manager contact. You must notify them that we are holding this data, which will only be used to confirm that your course has started/completed; course updates and any evaluation or surveys required.
IOW’s legal basis for processing data.
The IOW’s legal basis for processing your personal, and sensitive personal, data is that the processing is necessary for the performance of the contract you enter into with the IOW when registering on your course. The data we ask you to provide at registration is required data, and failure to provide this data may cause you not to be registered as a Learner at the IOW.
The six lawful basis for processing personal data is: consent, contract, legal obligation, vital interest, public task or legitimate interest.
Learners will always have the right to object to the continued processing of personal data and must email Support@tiow.org and request to erase their personal data. IOW has the right to respond within one month and comply.
Learners have the right to access the personal data held on them and must email Support@tiow.org to make this request. IOW has the right to respond within one month and comply, however, a reasonable administration fee may be charged.
The IOW will use your personal and/or sensitive data, for a variety of purposes, including:
• All aspects of the administration of your education and your welfare;
• Associated financial matters;
• To carry out research to help plan and improve products and services;
• To produce aggregated statistical information, including data for monitoring equality of opportunity.
• To keep you informed of events, updates relevant to your studying;
• To notify you of Assessments or Certificates at the end of your studies;
• Decisions on your progress made through the various stages of your course,
• Samples of the decisions are checked via Quality Assurance Assessors / Auditors before they are confirmed.
Who will have access to your data?
Administrative and finance staff within the IOW will need to have access to the data provided at registration. The IOW will also use your contact details to keep you informed of initiatives relating to your time at the IOW.
Therefore, staff within the City & Guilds, Talent LMS, Catalyst, Word Press, Mail Chimp will also have access to ‘some’ of your data.
If you do not wish to receive these communications (emails or text messages) you may either unsubscribe from receiving them at any time or contact the IOW’s Data Protection Team (details for whom are given at the top of this Statement) to ask for your details to be removed from any contact lists.
Who will receive your data?
It is not possible to list all of the bodies with whom might have to share personal data, but the following are examples of when the IOW will release data to third parties where we have a legitimate reason in connection with your time here at the IOW to use that data, or where the IOW is under a legal requirement to provide data.
• IOW will share your learner number, course and reflective diary entries with City & Guilds for accreditation, auditing and standardisation purposes.
• In some cases we will share your learner number, course and reflective diary entries with government department(s) for case study purposes.
Will your data be sent or stored abroad?
IOW does store some data in the cloud and the servers for this data are UK based.
How long will your data be stored?
Legally, IOW is required to retain full learner records for six years after completion so that the function of recording details of the awards made is fulfilled. After these six years IOW will retain transcript data only in order to confirm details of awards.
Users are entitled to request a copy of the data provided in an electronic format so that you may pass that data to another body (the right to data portability), as well as to request a copy of the data IOW holds about a user (a Subject Access Request). Users are also entitled to raise an objection to the processing where the processing of data hold is likely to cause damage or distress, and to request either the rectification of any incorrect data, the restriction of any further processing of a users data or the erasure of their data (right to be forgotten).
Whilst a user has the right to withdraw their consent for processing personal data, where data is part of a contract, it may not be possible to withdraw consent as the data is required to carry out the contract.
Users should notify IOW if any of personal details change – particularly contact details – so that IOW can keep up to date records. Users should not give or share computer passwords with others, so there can be no chance of
the number or password being abused. Finally, all personal/sensitive data is treated in confidence and in line with the data protection principles.
If users require any further information on, or wish to object to, any of the uses to which IOW has put your data, users should contact the Institute of Wellbeing Data Protection Team on 0700 2222 700 or email Support@tiow.org
Finally, users have the right to complain about the processing of data to the UK regulator, the Information Commissioner’s Office. For more information about this body and how to make a complaint, please see www.ico.org.uk .